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ADC 245 

Notification for DD PQDR Exhibit Receipt 

1. ORIGINATOR: 

a. Service/Agency: Defense Logistics Agency 

b. Originator: DLA/J-334, Phone: DSN 427-2630, Comm. 703-767-2630 

2. FUNCTIONAL AREA: Primary: Supply/SDR 

3. REFERENCES: 

 a. DLAI 4140.55/AR 735-11-2/SECNAVINST 4355.18a/AFJMAN 23-215, Reporting 

of Supply Discrepancies 

b. DLMSO memorandum subject: Approved Defense Logistics Management System 

(DLMS) Change (ADC) 188, Quality-Related Discrepancies Identified During Distribution 

Depot (DD) Receipt and In-Storage Screening (Supply/SDR/SQCR) (Staffed as PDC 190), dated 

January 9, 2006 

4. REQUESTED CHANGE: 

 a. Title: Notification for DD PQDR Exhibit Receipt 

 b. Description of Change: This change request defines new routing and processing 

changes for SDRs prepared by Distribution Depots (DDs) to notify Air Force managers of the 

arrival of Air Force-owned PQDR exhibits and is designed to support expansion for other 

Services. The change requires new routing rules at DAAS. Two new data elements are added 

to the SDR transaction to support the Air Force requirement and pre-position cross-reference 

information to support exhibit tracking for other Services. This change is a variant of the 

business rules already implemented for DLA-managed material under ADC 188 (reference 3.b). 

These business rules may be applied to other Components by agreement with DLA. Updates 

resulting from proposal coordination are highlighted (highlighting colors are significant only to 

those reviewing during update, with latest changes shown in green). 

c. WebSDR Revision: 

 (1) Initial implementation: DAAS/WebSDR will route incoming SDR 

transaction to the USAF G021 system address (e-mail: drissdr@afdris.wpafb.af.mil ) when 
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addressed to the Air Force source of supply (SoS) (FGZ, FGB, FHZ, FHB, FLZ, FLB) and the 

SDR Discrepancy Code is Q11. 

 (2) Subsequent implementation: WebSDR and transaction interfaces will be 

updated to maintain/display two new data elements to support this process: the USAF-unique 

PQDR Accession Number and the standard PQDR Report Control Number (RCN) (see 

enclosure).

 d. Published Guidance: Update DLMS manual, chapter 17, as revised by Change 4, 

and the joint instruction. Changes are identified in bold italics (paragraph numbering below is 

for the DLMS manual): 

 “C17.3.20. DAAS SDR Processing

 C17.3.20.1. Under DLMS, SDRs shall be integrated with standard logistics 

transaction processing through DAAS. DAAS shall perform the following actions: 

 C17.3.20.1.1. Pass/route SDR transactions. 

 C17.3.20.1.1.1 Generate and route an information copy 

of SDRs reporting packaging discrepancies associated with United States Air Force (USAF)- 

directed shipments to the USAF packaging office. 

 C17.3.20.1.1.2 Route the action copy of SDRs reporting 

distribution depot receipt of PQDR exhibits (Discrepancy Code Q11) to the material owner by 

agreement with DLA. For USAF owners this process will use an electronic (email-based) 

interface with the USAF processing system for product quality. 

 e. Detailed Business Process: 

 (1) Current Process. Current reporting and resulting disposition processing for 

Air Force-owned PQDR exhibits received at DDs is a manual, labor intensive process for DLA 

and Air Force personnel. Both DLA and the Air Force agree that it is an inefficient and outdated 

process. Processing includes duplicative data entry in two separate systems and off-line e-mails. 

Current outdated process is described below: 

 Step 1. Customer contacts Air Force to report quality problem on Air 

Force-owned material. Air Force authorizes customer to send in quality deficient material as a 

PQDR and directs customer to send material to an Air Force/co-located DD. In G021 the PQDR 

will have an accession number assigned. Air Force directs the customer to put the PQDR 

accession number information on the material tag and shipment paperwork accompanying PQDR 

material to the storage site. Per DOD requirements, Air Force is required to create a due-in with 

document number, NSN, quantity and supply condition code information to ensure proper receipt 

of the PQDR exhibit material when it arrives at the depot. 

 Step 2. When material arrives at the depot, the receiver scans the receipt 

documentation. If there is a due-in, DSS automatically pre-fills the receipt screens with all the 
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due-in information provided by the Air Force. DLA completes the receipt of the material into 

the Air Force account by document number, NSN, quantity, Supply Condition Code Q, etc. The 

Q condition code notifies depot receiving personnel that the Air Force material requires a 

segregated storage location. The DSS system sends the accountable receipt information to D035 

(to include: receipt document number, NSN, quantity, Supply Condition Code Q). 

 Step 3. Depot personnel duplicate most of the receiving process by going 

off-line into Air Force system G021 and once again reporting the same receipt information to 

G021 (receipt document number, NSN, quantity, Supply Condition Code Q). In addition, the 

depot personnel also provides the Deficiency Report (DR) Number/Accession Number which 

was assigned to the PQDR by the Air Force quality office and was known when the due-in was 

created for the material. 

 Step 4. Once the receipt of the PQDR exhibit is reported to the Air Force 

in G021, Air Force does their research. The Air Force then manually provides disposition 

instructions via e-mail to an individual at the depot. There is no management capability for 

tracking of the off-line e-mail. There is no DSS system workload created by the e-mailed Air 

Force disposition requirements. The reclassification process when it does occur is accomplished 

off-line (i.e. no systemic COSIS workload is created in DSS). E-mail may get lost, warehouse 

personnel may be off or ignore the e-mail for any length of time, and there is no one to check on 

progress at the DD because there is no systemic process in place. 

 Step 5. After reclassification process occurs, an individual at the depot 

again enters the off-line G021 system and updates with reclassification information. Depot 

performance in this G021 update process is questionable at best. It is again duplicative work as 

D035 receives the updated reclassification information directly from DSS. Air Force has 

verified that depots are not performing the manual off-line updates in a timely, accurate manner. 

 (2) Approved Process. Following is a description of the new process using 

D035 and WebSDR to report receipt of the Air Force-owned PQDR exhibit. WebSDR would be 

used to provide receipt notification of PQDR exhibit arrival, and give the Air Force PQDR 

material managers an electronic avenue to provide disposition instructions to DDs. The SDR 

process would also provide management ability to track completion of disposition instructions 

received from the PQDR material managers.

 Step 1. Same as above. 

 Step 2. When material arrives at the depot, receiver scans the receipt 

documentation. If there is a due-in, DSS automatically pre-fills the receipt screens with all the 

due-in information provided by the Air Force. DLA completes the receipt of the material into 

the Air Force account by receipt document number, NSN, quantity, Supply Condition Code Q. 

The receiver will enter a receiving discrepancy code on the receipt screen. This code allows 

DSS to automatically call up the SDR programs in DSS. The SDR screen automatically prefills 

most of the receipt/material information and receiver completes the SDR by adding a 

Discrepancy Code Q11 (Returned PQDR Exhibit Deficiency). Receiver would enter an Action 

Code 1A (Disposition Instructions Requested). When receiver hits enter, DSS automatically 
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sends the receipt information to the D035 system and the DSS SDR programs send an SDR to 

WebSDR. WebSDR would then automatically route the SDR for the PQDR exhibit return to the 

new USAF PQDR e-mail address (e-mail: drissdr@afdris.wpafb.af.mil) which is the G021 

system for all Air Force PQDRs. The Q condition code notifies DD receiving personnel that this 

Air Force material requires segregated storage. 

 Step 3. WebSDR distribution via e-mail to the G021 e-mail address will 

allow the Air Force application to extract information electronically (i.e. the application will read 

the e-mail text). The following data elements which appear in the SDR e-mail will be read into 

GO21: 

• DOCUMENT NUMBER: 

• NSN: 

• UNIT OF ISSUE: 

• QUANTITY SHIPPED: 

• QUANTITY RECEIVED: 

• CONDITION CODE: 

• TOTAL COST (DISCR. MAT.): 

• DOD WEB SDR NUMBER: (this will be the WebSDR-assigned control number) 

The following two data elements will also be perpetuated to the e-mail format. The 

implementation of this portion of the ADC will occur at a later date due to the required change to 

the receiving process and Distribution Standard System (DSS) to capture these data elements 

from the PQDR exhibit and perpetuate to the SDR transaction. The DLMS SDR format will be 

updated to support these additional data elements to provide cross-reference between the exhibit 

and the PQDR to which it relates: 

• PQDR REPORT CONTROL NUMBER: 

• PQDR ACCESSION NUMBER: 

Until the updated format is available, DSS personnel preparing the SDR exhibit receipt 

notification will annotate the PQDR Accession Number as the first entry in the remarks field of 

the SDR, e.g. ACCESSION 123456. 

 Step 4. When Air Force has finished their research and made applicable 

updates to their G021 system, the Air Force responder would log into WebSDR using the 

WebSDR control number from the SDR and enter disposition instructions. Total time required 

to log in and provide disposition would be less than 1 minute. 

 Step 5. WebSDR will automatically route the Air Force disposition 

instructions electronically to the appropriate DSS depot using WebSDR routing rules. The Air 

Force disposition information would pass systemically to DSS and appear on an ADRS/DSS 

SDR Disposition Report which is pushed out to the depots daily. That report notifies the depots 

that disposition has been provided on the SDR. This electronic disposition process would allow 

disposition for PQDR material to be worked and completed as well as allow management 

tracking of depot work completion through the DSS system. DLA depot managers and DDC

oversight managers would have visibility of the reclassification, re-warehousing actions, and any 

other processes required/accomplished as a result of the Air Force disposition instructions.
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5. Reason for change: 

 a. This change is for Air Force to use a proven successful process currently used by Distribution 

Depots and DLA ICPs to process DLA-managed material which has quality issues identified during the 

receipt process. DLA has successfully used the SDR process for many years to report quality deficient or 

potentially deficient material to DLA ICPs. This process has been very effective in helping DLA ICPs to 

track and identify quality deficient and potentially quality deficient material when it is received/stored at 

DDs and ultimately to ensure that defective or potentially defective material receives proper disposition 

instructions from the ICP and does not get accidentally shipped to a customer. The advantage of using the 

SDR process and Discrepancy Code Q11 for receipt of Air Force PQDR exhibits will improve Air Force 

customer support and give Air Force PQDR managers the all important visibility of deficient and 

potentially deficient material as it is received at DDs. It will also provide the Air Force PQDR material 

managers with an electronic avenue to provide disposition instructions for their PQDR material when 

research has been completed and the Air Force wants to reclassify or dispose of the material. 

 b. The PQDR Record Control Number (RCN) and the Accession Number are added to 

the receipt notification SDR for cross-reference so that the exhibit received by the depot can be 

tied to the original PQDR which was the basis for the return. The Air Force G021 uses a unique 

Accession Number which it assigns for this purpose and will be identified on the exhibit tag. 

Other Services would use the PQDR RCN. Since this process may be employed by other 

Military Services the PQDR RCN is also added at this time. In addition, the presence of the 

PQDR RCN will support expansion of this capability to provide exhibit tracking data to the 

Product Data Reporting and Evaluation Program (PDREP) application via the Q-series receipt 

alert SDRs. 

6. Advantages and Disadvantages: 

a. Advantages: This process will improve visibility and tracking of Air Force-owned 

PQDR exhibits as they are returned to Distribution Depots by ensuring that Air Force PQDR 

material managers are notified of receipt of their PQDR material. It will also ensure that the Air 

Force has an avenue to provide electronic disposition instructions directly to the DDs via 

WebSDR to the ADRS/DSS system. This electronic process will allow for management track 

ability of Air Force PQDR disposition instructions to the DLA Distribution Depots. 

 b. Disadvantages: None specifically identified. 

7. IMPACT: 

 a. This change will impact future processing of supply discrepancies between DAAS/WebSDR, 

ADRS/DSS, and the Air Force PQDR material managers (using the G021system). Once the USAF begins 

receiving the SDR email distribution in a test mode, they will verify the exact content and format and 

commence development of the automated process to update GO21. This change will be used in the 

processing of receiving SDRs (document type 8, customer returns). 
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b. This process change would also include requirement of Air Force PQDR material management 

personnel to acquire responder level access for WebSDR in order to use WebSDR to provide disposition 

instructions directly into WebSDR as applicable for the Air Force-owned PQDR exhibit material. 

c. The DLMS Supplement 842A/W, SDR will be updated as identified in the enclosure. 
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Enclosure, DLMS Supplement Revisions 

Item # Location Revision to 4030 842A/W Reason 

1. DLMS 

Introductory 

Notes 

Added ADC 245 to DLMS Introductory note 5:

- ADC 245, Supply Discrepancy Report (SDR) 

Notification to United States Air Force (USAF) for 

Distribution Depot (DD) Product Quality Deficiency 

Report (PQDR) Exhibit Receipt 

To identify DLMS changes included 

in supplement 

2. 2/REF01/0700 Added qualifier “GO” and DLMS note:

GO Exhibit Identifier 

DLMS Note: 

 1. Use to identify the PQDR Accession Number 

assigned to the PQDR exhibit for USAF in 

conjunction with discrepancy code Q11. 

2. Pending full implementation of ADC 245, the PQDR 

Accession Number will be carried as the first two words 

of the SDR remarks text, e.g. ACCESSION 123456. 

3. For GO: WebSDR field Length = 6

Required by the USAF to associate 

the exhibit receipt with the applicable 

PQDR. 

3. 2/REF01/0700 Added qualifier “QR” and DLMS note:

QR Quality Report Number 

 DLMS Note: 

1. Use to identify the PQDR report control number for 

cross reference to the PQDR exhibit when the 

discrepancy code is Q11. 

2. Implementation pending under ADC 245. 

3. For QR: WebSDR field length =15 

May be used to associate the exhibit 

receipt with the applicable PQDR 

through PDREP or where other 

Services coordinate with DLA to 

receive exhibit receipt alerts via the 

SDR process.